Remote Operations Administrator (Property Maintenance)

Virtual Staff 365; United States; Remote; USD 42,000 - 49,000; Full time

Benefits offered by this job

Annual leave

13-month pay

HMO (STAFF only)

Government mandated benefits

Job summary

Virtual Staff 365 is seeking an Administrator (Operations Coordinator) for a Melbourne‑based property maintenance and contractor coordination service. You will be the central administrative contact for maintenance work, managing work orders, coordinating site visits and proactively communicating with tenants, property managers and contractors.

Key duties include handling enquiries, creating jobs from work orders, recording property details, scheduling, coordinating site inspections, tracking

Qualifications

• At least 2 years of experience in business administration, scheduling or operations support.
• Advanced spoken and written English with a professional telephone manner.
• Intermediate to advanced proficiency in Microsoft 365, Outlook, Teams, Word and Excel.
• Ability to handle simultaneous maintenance jobs and independently manage deadlines.

Responsibilities

• Enquiry and Work Order Management: monitor inbox, respond to routine enquiries.
• Create maintenance jobs from incoming work orders accurately.
• Record property details, scope notes and attachments into the system.
• Maintain active job statuses and activity history; scheduling and coordination.
• Handle calls with clients, tenants and property managers; coordinate site inspections.
• Arrange approved subcontractor appointments and manage calendar changes.
• Follow up on unanswered enquiries and request missing information.
• Job progression and administration: chase reports, supplier details and quotes; collate documents.
• Prepare job service reports and coordinate approved invoices; maintain daily task lists.

Job description

Virtual Staff 365 is seeking an Administrator (Operations Coordinator) for a Melbourne‑based property maintenance and contractor coordination service. You will be the central administrative contact for maintenance work, managing work orders, coordinating site visits and proactively communicating with tenants, property managers and contractors.

Key duties include handling enquiries, creating jobs from work orders, recording property details, scheduling, coordinating site inspections, tracking